Finance Assistant

VACANCY NOTICE
Open to Internal and External Candidates

Position Title: Finance Assistant
Duty Station: Hanoi, Vietnam
Classification: General Service Staff, G4 (UN salary scale)
Type of Appointment: Fixed term, one year with possibility of extension
Estimated Start Date: 14 Apr 2019
Closing Date: 5PM 21 March 2019
Reference Code: VN2019/HN/06(E)

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. Internal candidates should meet the minimum of time in post requirement of eighteen months or more. This requirement will be reduced to six months for internal candidates who are incumbents of a position confirmed for discontinuation.

Context:

Under the overall supervision of the Chief of Mission and the direct supervision of the Senior Resource Management Assistant in Hanoi, the incumbent will provide standard support to Admin/Finance Unit with the main aim to carry out IOM projects’ financial management and to ensure that the mission adheres to the IOM/donor rules and regulations. The incumbent also plays a key role in project accounting as well as office accounting.

Core Functions / Responsibilities:

I. In Project Development

Assist in planning and preparation of project budget/ projectization (in coordination with project officers and managers) in IOM template and donor templates.

II. In Project Implementation:

• Project Activation
  
  • Build up the project structure in PRISM
  • Prepare BNP for uploading in PRISM
  • Prepare PARF in coordination with project officers
  • Coordinate with PIU, PCST, Manila Budget Support etc., for the project activation

• Study guidelines/instructions of donors, IOM and EU-UN Cost Norms in order that the project expenditures are eligible, paid and recorded in the established procedures, reports are submitted within deadlines with necessary endorsement of relevant endorsers, assets of projects are handed over as required by donors etc.,

• Assist project officers and managers in developing MOU with implementing partners with LEG endorsement and contracts with consultants under IOM templates.

• Cash management: ensure sufficient fund for project activities including advance for implementing partners.

• Assist in the process of projects closure.

• Monitoring:
  
  • Train partners’ finance staff and monitoring project book keeping;
  • Assist in monitoring expenditures of every single budget lines to be in line with approved budget;
  • Prepare and update budget revision as necessary for approval by project manager;
  • Bringing any actual or potential problems to the attention of project officers;
  • Monitor partners’ procurement of equipment and facilities to make sure that the processes are in compliance with IOM’s procurement regulations.

• Reports:
  
  • Ensure that reports (partners’ reports and donors’ reports) are reconciled with PRISM
  • Draft project financial reports according to schedule agreed with donor using donor’s templates as required
  • Ensure partners’ reports are compliant with the signed MOU and donor regulations
  • Ensure receipts and expenditures are compliant with IOM/donor regulations and according to the approved budget.
  • Prepare internal reports on project expenditures as requested by project officers

III. Office Accounting

• Prepare office payments: receive and verify invoices, cross-check with supporting documentation and internal records, create bank payment requests for authorization by the respective supervisors.
• Liaise with bank and perform banking and financial transactions including funding and mission payment requests, mission payment cards, accounts payable/receivable and bank book accounting;
• Perform entry of financial transactions and post them on a daily basis into SAP/PRISM.
• Assist with monthly payroll, review projectization and apply changes as required;
• Prepare month-end, year-end accounting returns for verification by the respective supervisors, send reports to Manila Administrative Centre (MAC).
• Maintain a file of financial guidelines/instructions and keep them up to date.
• Maintain financial records for audit purposes and submit as required.
• Identify and assist in implementing controls to ensure verification mechanisms, segregation of duties, and anti-corruption measures;

Any other duties as may be assigned by the Head of AFS Unit, COM or other Heads of Units, and other offices/missions.

Required Qualifications and Experience

• Vietnamese national;
• Secondary school diploma and at least four years of relevant work experience
• Or, Bachelors’ degree or equivalent, or higher, with at least two years of relevant work experience
• Knowledge of Counter-Trafficking, Gender Based Violence and Migration would be an asset.
• Thorough understanding of Government and IOM financial/accounting systems.
• Ability and willingness to work in difficult situations;
• Teamwork oriented, efficient and flexible, capacity to work independently, sensitive to gender issues, personal commitment;
• Good interpersonal relationship and ability to work in a multicultural environment;
• Good typing, writing, and communication skills;
• Computer literacy

Languages

• High level of proficiency in both Vietnamese and English. Other relevant languages are an advantage.

How to apply:

All interested candidates should download and complete an IOM Personal History Form from the IOM Viet Nam website at www.iom.int.vn 

Completed applications, including IOM Personal History Form, application letter, and copies of diplomas and certificates, recommendation letters, etc. may be delivered to the IOM Mission Office in Hanoi at 304 Kim Ma, Ba Dinh district or submitted electronically to [email protected] referring to this Vacancy Notice’s Position Title.

In order for an application to be considered valid, IOM only accepts profiles with IOM Personal History Form duly completed.

Applications are non-returnable and only short-listed candidates will be contacted.

Posting period: From 07.03.2019 to 21.03.2019